Division of Academic Affairs
Administrative Analyst/Specialist Non - Exempt
*** Temporary Position for 1 year. Position may be extended based on business needs. ***
RESPONSIBILITIES & DUTIES:
Program Budget/Financials 30%
Administers budgets in collaboration with program Chair(s). Completes all forms electronically and submits them to accounting with the appropriate backup. Monitors and tracks the expenditures in PeopleSoft for accuracy. Tracks budget and expenditures across all funds within designated program(s). Reconciles program budget and expenditure reports. Analyzes expenditure patterns and trends. Makes recommendations to program Chair(s) concerning expenditures and management of program budget. Interprets and applies university policies and procedures related to all financial information in order to ensure compliance with all regulations, and to ensure that the program stays within budget. Reconciles PCARD statement. Assists program Chair(s) with budget requests. Analyzes budgets with allocated Full-Time Equivalent Student (FTES) and Student Faculty Ratio (SFR). Reviews payroll reports for accuracy. Completes paperwork for adjustments to payroll.
Program Support 30%
Performs a variety of complex administrative, analytical, and technical duties in support of the activities of academic programs. Administers a range of projects and provides support for the day-to-day administration of academic programs. Works independently on multiple projects as assigned and uses independent judgment to make decisions, interpret, and apply policies and procedures related to the academic programs. Performs complex organizational duties under the general direction of the program Chairs and the Manager of Academic Resources (MAR). Supports faculty engaged in instruction, advising, research and creative activities, assessment, program development, and grant-related projects. Handles interpersonal interactions at all levels of the university structure involving students, faculty, and staff. Writes and presents reports and records minutes in support of various committees. Processes faculty travel paperwork and reimbursements, ensuring compliance with applicable regulations governing the University. Performs general office support activities for Chair(s) and faculty within program area(s). Coordinates program meetings. Processes a high volume of telephone calls and walk-in visitors and conducts business with a high degree of professionalism, discretion, and confidentiality. Hires, leads work direction, schedules, and evaluates effort of student workers. Processes and tracks the key access of student researchers.
Responsible and accountable for using information from program chairs to create and maintain the class schedule using the PeopleSoft Student Module. Submits faculty reassigned time for Dean's approval using appropriate APDB coding.
Miscellaneous Committee, task force, and groups at the Division and University (campus level) 5%:
May serve periodically, as requested by the Chair and/or Manager of Academic Resources.
Other Duties 5%:
As assigned by Chair and/or Manager of Academic Resources.
REQUIREMENTS OF POSITION:
A minimum of 6 years in a progressively responsible administrative/clerical support capacity. Bachelor's degree preferred. Excellent communication skills with the ability to negotiate and establish priorities to achieve results and expedite projects for assigned academic programs. Experience working independently with ability to interpret and use policies and procedures to resolve issues that may be sensitive or confidential. Ability to respond to and professionally handle a high volume of walk-in, telephone and email inquiries on a daily basis. Excellent desktop and computer skills involving software including, but not limited to Microsoft Office Suite and familiarity with utilizing the internet to research and obtain information supporting assigned projects. Experience with multi-fund budgeting and projection analysis, tracking expenditures and maintaining accurate information concerning account balances within program areas. Experience using interactive database systems such as PeopleSoft, highly desirable.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.
This position is eligible to participate in the telecommute program. Approval should come from the department administrator and reviewed every six months, as the business needs may change any given time.
Hiring Salary: $3,800 - $4,150 per month
Closing Date/Time: Open until filled